Question

OSHA 300A average # of employees

Forum|Forum|5 years ago
February 1, 2021
7 replies
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The OSHA 300A log instructions from the Dept of Labor require that we add the total number of employees in EACH pay period. We pay weekly so that is 52 pay periods. Is there a way to do this easily, i.e. not have to do it 52 times?

QuickBooks Desktop Payroll

JenoP

Hi there, CCNCem.

I'd like to help with your payroll question. Do you mean you want to get a report for the number employees that are paid in every pay period? For now, there's no specific report that would give us the total number of employees in a certain pay period. Although, you can run the Payroll Summary report and manually count how many were paid in for every period.

If you want to get the total hours worked that are already used in the paychecks, use this article as a guide: Create A total Hours Worked By Employee Report.

Aside from that, you can also run the Time by Name report if you used the Time Sheet feature to record the hours worked. Here's how:

Go to the Reports menu, then scroll-down to Jobs, Time, and Mileage.
Select Time by Name.
Change the date in the Dates field and click Refresh.

Add a reply below if you have follow-up questions. You can also reach out to us again if you need anything else.

C

CCNCemAuthor

Every company in the entire country has to fill out this log for OSHA annually and we are all suppose to run a payroll report for every single period and manually count the number of employees? That's awesome.

M

Mark_R

Welcome back, @CCNCem.

I'm here to ensure you can pull a report that shows the total employees' worked hours. This way, you can complete the OSHA 300A. Running and customizing the Payroll Item Detail report would help you get the information need. Here's how:

Go to the Reports menu, then choose Employees & Payroll and select Payroll Item Detail.
Click the Customize Report.
In the Display tab, go to the Columns list and mark Qty.
From the Total By dropdown, select Employee.
Go to the Filters tab and select Payroll Item.
Pick the specific item associated with the drop-down. If there is more than one type of hourly payroll item, choose Multiple payroll items.
Click OK.

You might want to read this article to learn how to customize payroll and employee reports: Customize payroll and employee reports.

I'm still open to your replies. If you need clarification about this, or there's anything else I can do for you. I'll be standing by for your response.

D

dsr60

Hi. My company pays weekly. Not sure how well this will work for everyone, but I went under file, then print forms, paystubs and chose the time period that is needed, made sure it was for all employees. It will tell you how many paystubs were printed during that time then I divided it by how many weeks to get the average. Hope this helps!

J

JonesEC

This is the right answer! Brilliant! Thanks a lot!

G

GrapePit

I opened my check register, all the employees paychecks are usurally together , I just counted each employee for each pay cycle for 52 weeks at them up and divide by 52 , took me 15 min

L

LeanneMcG

This is what I do.

1. Pick Time by Name Report.

2. Click Customize Report, Click Display tab.

3. Under columns choose Display Columns by week.

4. Under that Display time grouped by "Time by Name Only"

5. Convert to Excel spreadsheet.

6. This will display all of your hourly employees in a column with followed by their time by week.

7. Every other column is black. Starting in column D line 3 put the following formula

IF(C3>1,C3/C3)

8. Copy that report down to the last employee. Then copy and paste that formula to every other column.

9. If an employee had time that week there will be a "1" in that column. If they did not have any time that

week the word "FALSE" will be displayed.

10. Total the bottom of each column. It will only total the 1's. Ignore the word FALSE.

11. Add any salaried employees to that total.

12. Divide by the number of weeks for average number of employees/week.

It sounds like a lot but it really isn't. Save a copy so you can cut and paste the formulas for the next year.

L

LeanneMcG

jeffrecinc

Why didn't I think of that! Lololololo!! For our situation it won't work every year. We are a union contractor and often have projects running concurrently in our state and the neighboring state. An employee could and often does work in 2 states in the same week. That means - 4 different union trades, several employees and monthly fringe/deduction remittances to the Union locals where the work is performed. For the purpose of union reporting, union auditing it's just easier to issue 2 separate paychecks. I tried your method compared to our 2023 report and there was a significant difference -because of the number of stubs. I also don't understand why Quickbooks hasn't developed a report to solve this issue! After all, it is an OSHA requirement in all of the United States. I will definitely use your method in the one state years.

🙂 Thanks,

Leanne

L

LeanneMcG

This is my method. I posted it in 2021.

It sounds like a lot of work, but it's not so bad and is accurate.

Good luck!

Leanne

This is what I do.

1. Pick Time by Name Report.

2. Click Customize Report, Click Display tab.

3. Under columns choose Display Columns by week.

4. Under that Display time grouped by "Time by Name Only"

5. Convert to Excel spreadsheet.

6. This will display all of your hourly employees in a column with followed by their time by week.

7. Every other column is black. Starting in column D line 3 put the following formula

IF(C3>1,C3/C3)

8. Copy that report down to the last employee. Then copy and paste that formula to every other column.

9. If an employee had time that week there will be a "1" in that column. If they did not have any time that

week the word "FALSE" will be displayed.

10. Total the bottom of each column. It will only total the 1's. Ignore the word FALSE.

11. Add any salaried employees to that total.

12. Divide by the number of weeks for average number of employees/week.

It sounds like a lot but it really isn't. Save a copy so you can cut and paste the formulas for the next year.

To manage your notifications, click here.

J

jeffrecinc

Old thread, but in case anybody else is reading this looking for a simple solution, I found this on a different thread. This is a hack to get the total number of pay stubs in a given year.

File > Print Forms > Pay Stubs
Checks Dated 01/01/2024 thru 12/31/2024 (e.g.)
Tab out of the date field so QB can bumble along trying to make a few database queries that in a modern system would take 0.2 microseconds
Divide the total number of Pay Stubs to Print by your number of pay periods in the year.
OSHA Average Obtained.

Example: In 2023 we have 1446 pay stubs and we pay weekly -> 1446/52 = 27.8 -> round up to 28 for OSHA form 300A average number of employees.

It is beyond embarrassing that QB does not have a way to produce this very simple report. The data being asked for is already shown on the payroll processing page, but only into the limited past and with no way to export it. The fact that a weird work-around hack is necessary to get this simple bit of information says a lot about this software product.

S

SieSie

This is how I figure it out. We pay weekly. I have two ways.

FIRST:

AVERAGE NUMBER OF EMPLOYEES – ADD THE TOTAL NUMBER OF EMPLOYEES PAID IN EVERY PAY PERIOD FOR THE YEAR.
Open payroll center > transaction tab > paychecks
Change the date to be the year in question 1/1/24-12/31/24.
Click excel arrow and export transactions to excel.
Remove the Christmas bonus check and then take the number of lines and divide by 52 2263/52 = 43.52 so the AVG number of employees is 44 because you round up.

SECOND:

From QB menu bar click FILE > PRINT FORMS > PAY STUBS
Select the dates of the year in question 1/1/24-12/31/24
click preview (this will take a minute to generate)
once the preview is complete look at the total number of pay stubs and divide by the number of pay periods.

Quickbooks should make this easier to figure out since it is a requirement for most businesses but I don't think they are in the business of caring what would make life easier. LOL

I hope this helps!

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